PROPERTY RECORD AND CONTROL UNIT

INTRODUCTION:

Based on Article 60 of the Public Financial Management and Control Law No. 5018; “Among purchasing, selling, construction, leasing, rental, maintenance-repair and similar financial transactions; those concerning the entire administration are carried out by the unit providing support services, while those concerning only spending units are carried out by the spending units. However, provided that the spending authorization duty remains with the spending authority, these transactions may be carried out by the unit providing support services upon the request of the spending units and the approval of the top manager.” Accordingly, our Administrative and Financial Affairs Department carries out many services concerning the entire University as a support services unit.

In Article 48 of the same Law titled Effectiveness and Responsibility in Asset Management, it is stated that: “Public administrations are responsible for the management, recording, custody and use of movable properties. No responsibility is sought for wear and tear arising from the characteristics or normal use of movable properties and for losses determined in accordance with procedures. Officials to whom movable property is delivered for use are responsible for its protection and for damages caused to the property. Public administrations are obliged to ensure that damages incurred are compensated by those responsible. Acquisition, leasing, allocation, management, use and disposal of assets belonging to public administrations shall be carried out within the rules set out in the legislation, in accordance with the principle of efficiency and economy in line with the purpose of service. Those authorized in the management or use of assets are responsible for damages arising from actions and transactions contrary to this principle.” is stated.

Our Presidency’s Property Record and Control Unit carries out the registration, custody and use of movable assets regardless of their source and method of acquisition, as well as the provision of management accounts, in accordance with the Movable Property Regulation prepared under Article 44 of the Public Financial Management and Control Law No. 5018, published in the Official Gazette dated 18 January 2007 and numbered 26407 and entered into force.

ORGANIZATIONAL CHART:

In the Property Record and Control Unit of our Presidency, 1 Computer Operator, 1 Staff Member (Driver), and 1 Attendant (Caregiver) are employed, totaling 3 personnel.

MOVABLE PROPERTY RECORD AND CONTROL OPERATIONS:

Movable assets acquired (Purchase, Transfer, Donation, Production, Surplus from Inventory) and whose inspection and acceptance have been completed are recorded based on documentation (invoices, reports, etc.) by preparing a Movable Transaction Slip according to the account codes in the Movable Code List and entered into the system. The recorded materials are stored according to their type and characteristics through organization procedures. Requests for materials from our University’s spending units and affiliated units are sent to our Presidency via Movable Request Forms or official letters. With the receipt of material requests, the Presidency forwards them to the Property Record and Control Officer. The Property Record and Control Officer checks whether the requested materials are available in stock records. As a result of the check:

If the requested materials are available in our warehouse; they are delivered to the requesting units in accordance with the relevant procedures after completing the necessary formalities.

If the requested materials are not available in the warehouse or are about to be depleted; a request is submitted to the Procurement Branch Directorate with a purchase request form for their supply. Materials purchased and accepted by the Procurement Directorate are entered into the warehouse by preparing three copies of the Movable Transaction Slip.

Our unit carries out its movable property records in accordance with Article 44 of the Public Financial Management and Control Law No. 5018 and the Movable Property Regulation prepared accordingly, published in the Official Gazette dated 18 January 2007 and numbered 26407.

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